The terms, in plain words.

Who these terms are between

Vettrix is operated by Shanki System India Private Limited, a company incorporated in India with its registered office at No 5/4, JKR Towers, Moonlight Gardens, SITRA – Kalapatti Road, Kalapatti, Coimbatore 641048. In these terms, "we", "us" and "Vettrix" mean that company; "you" means the organisation that subscribes to the service, and anyone you allow to use it.

By creating an account, starting a trial, or using the service, you agree to these terms on behalf of your organisation. If you are signing up for a company, you confirm you are authorised to do so.

Accounts and seats

A seat is one named person who signs in. Seats are not shared: logins must not be passed between people, and we may suspend a credential that is clearly being used by several people at once. You are responsible for keeping credentials secure and for what happens under them.

Where you connect an AI client through the AI Connector, or we run an agent for you, that connection authenticates as a licensed seat and counts as one. It can only do what that seat's permissions allow.

Free trial

Trials run for the period stated at signup and do not require a card. Nothing is charged when a trial ends: the account pauses, and your data is kept for a limited period so that choosing a plan restores it as you left it. Trials are provided as they are, without any service commitment, and we may end a trial that is being used to test or attack the service.

Fees, billing and taxes

You pay the fees for your plan, seat count and billing period as shown at purchase. Subscriptions renew automatically for the same period unless cancelled before the renewal date. Adding seats mid-period is charged pro-rata; removing seats takes effect at the next renewal.

Prices exclude taxes. GST and any other applicable tax, duty or withholding is added or charged as the law requires, and our invoices carry our CIN and GSTIN. Invoices are payable within the period stated on them; we may suspend access to an account that remains unpaid after written notice. We may change prices for a renewal period by giving you notice before that period begins.

Onboarding and implementation

Onboarding, data migration, configuration and training are sold as separate packages and are not included in the seat price. Each package is scoped and quoted before work starts, so you know the figure before you commit. Where a package has begun, fees for work already performed are payable even if the subscription is later cancelled.

Cancellation and refunds

You can cancel at any time from your account or by writing to us. Cancellation takes effect at the end of the period you have paid for, and you keep access until then.

Monthly plans are not refunded for part of a month. Annual plans may be refunded pro-rata for the unused whole months remaining if you cancel within thirty days of the start of that annual period; after thirty days, annual fees are not refundable. Onboarding and implementation fees are not refundable once work has begun. If we terminate your account for a reason other than your breach of these terms, we refund the unused portion of prepaid fees.

Your data stays yours

You own everything you put into Vettrix and everything the service produces from it: customers, deals, tickets, candidates, documents and reports. You grant us only the permission we need to run the service for you, which means hosting, processing, backing up, and displaying that data to the people you authorise.

You can export your data at any time while your subscription is active, and you can ask us for an export after it ends. We do not use your data to train machine-learning models, and we do not sell it. What we do with personal data is described in the Privacy Policy.

Our intellectual property

The service, the software behind it, the AI Connector, our agents, and the Vettrix name and marks remain ours. Your subscription is a right to use the service, not a transfer of any of it. You may not copy, resell, reverse-engineer or white-label the service except under a signed partner agreement, and you may not use it to build a competing product.

If you send us feedback or suggestions, we may act on them without owing you anything. That does not give us any right to your data.

Acceptable use

Use Vettrix for your own business, lawfully. Do not use it to send unlawful or unsolicited bulk messages, to store data you have no right to hold, to break Indian law or the law where your customers are, to probe or overload our systems, or to work around seat limits, rate limits or usage limits. Do not upload malicious code.

Where you contact individuals through Vettrix, including by email or messaging, you are responsible for having a lawful basis and any consent the law requires. If we have to act on a serious breach, we will tell you why and, where we reasonably can, give you a chance to fix it first.

AI features, and their limits

Vettrix includes optional AI features. The AI Connector lets an AI client you already subscribe to work your record; AI agents are configured with you and run on the same permissions. You bring your own AI subscription for the Connector, and your use of that provider is governed by their terms as well as ours.

AI output can be wrong. It is a draft or a suggestion, not advice, and it does not replace a person's judgement on anything that matters — pricing, legal or financial decisions, hiring, or contact with a customer. You decide which actions an AI may take and which require approval, and you remain responsible for what is done under your seats. Every AI read and write is attributed in the record so you can see and reverse it.

Availability, support and changes

We work to keep Vettrix available and we publish planned maintenance in advance where we can. Standard plans do not carry a contractual uptime guarantee; Enterprise agreements can include one. Support is provided by people during our published hours.

We improve the service continuously, so features change. We will not remove a material feature you rely on without reasonable notice. If we make a change to these terms that materially reduces your rights, we will tell you before it takes effect, and you may cancel and receive a refund of the unused prepaid period if you do not accept it.

Confidentiality

Each of us may learn things about the other that are not public. Neither side will use or disclose the other's confidential information except to run the service or as the law requires, and each will protect it with at least the care it applies to its own. This obligation survives the end of your subscription.

Warranties and disclaimers

We warrant that we will provide the service with reasonable skill and care. Beyond that, and to the extent the law allows, the service is provided as it is: we do not warrant that it will be uninterrupted or error-free, that AI output will be accurate, or that it will meet a purpose you have not agreed with us in writing.

Limitation of liability

Neither side is liable for indirect or consequential loss, or for lost profits, lost revenue, lost goodwill or lost or corrupted data beyond our obligation to maintain backups. Each side's total liability arising out of or in connection with these terms is limited to the fees you paid us in the twelve months before the claim arose.

Nothing in these terms limits liability that cannot be limited by law, including for fraud, wilful misconduct, or death or personal injury caused by negligence.

Indemnity

You will cover us against third-party claims arising from your data or your use of the service in breach of these terms or the law. We will cover you against third-party claims that the service itself infringes their intellectual property, provided you tell us promptly and let us handle the defence.

Suspension and termination

We may suspend or end your access if fees remain unpaid after notice, if the service is being used unlawfully or in a way that endangers it or other customers, or if we are required to by law. Where the circumstances allow, we give notice first. On termination, access stops and we delete or return your data as described in the Privacy Policy, after a short window in which you can request an export.

Law and disputes

These terms are governed by the laws of India. Before starting formal proceedings, both sides agree to try to resolve the matter in good faith, in writing, for thirty days. Disputes that remain are subject to arbitration in Coimbatore, Tamil Nadu under the Arbitration and Conciliation Act, 1996, before a single arbitrator, conducted in English. Either side may still seek urgent injunctive relief from the courts at Coimbatore, Tamil Nadu, which otherwise have exclusive jurisdiction.

The rest

Neither side is liable for failures caused by events genuinely outside its control. If a clause is unenforceable, the rest still stands. Neither side may assign these terms without the other's consent, except to a successor of its business. There is no partnership or agency between us beyond what a signed partner agreement creates. These terms, plus any order form or partner agreement you have signed, are the whole agreement between us. Questions: [email protected].

Two roles, and why the difference matters

When you visit our website, book a demo, apply to partner, or pay us, we are the controller of that personal data: we decide why it is collected and what happens to it, and this policy is our explanation.

When you use Vettrix and put your own customers, candidates and colleagues into the record, you are the controller and we are your processor. We handle that data to run the service for you and on your instructions, not for our own purposes. If one of your customers asks about their data, they should ask you; we will help you answer.

What we collect as controller

Account and contact details you give us: name, work email, mobile number, company, role, and what you told us you run today. Billing details: entity name, address, tax registrations and payment records — card details go to our payment provider, not to us. Support and sales correspondence, including notes from calls. Technical data: IP address, device and browser, pages viewed, and product usage events such as sign-ins and feature use. Cookies as described in the Cookie Policy.

Why we use it, and on what basis

To provide and bill for the service, and to reply to what you ask us — because we need to, to perform our contract with you or to take steps before it. To keep the service secure, prevent abuse, and improve it — because we have a legitimate interest in doing so, balanced against your rights. To send you product and marketing email — with your consent, and you can withdraw it in one click on any message. To meet legal, tax and accounting obligations — because the law requires it.

We do not make decisions about you by automated means that have a legal or similarly significant effect on you.

AI, and what we will not do with your data

We do not use the data in your CRM to train or fine-tune machine-learning models, ours or anyone else's. We do not sell personal data, and we do not share it for cross-context behavioural advertising.

Where you turn on AI features, record content is sent to an AI provider so it can answer or act. If you connect your own AI client through the AI Connector, that is your provider on your subscription, and your agreement with them governs what they do with it. Where we run an agent for you, we tell you which provider is involved and list it among our sub-processors. AI activity is logged against the record and attributed, and you set which actions require a person's approval.

Who else is involved

We use a small number of service providers to run Vettrix, each under a written contract that limits them to our instructions: cloud hosting and backup, email and calendar delivery, messaging and telephony where you enable it, payment processing, product analytics, and customer support tooling. Where AI features are on, an AI provider is involved as described above.

We keep a current list of sub-processors and will send it on request to [email protected]; customers on a data processing agreement are notified before we add one. We also disclose data where the law requires it, and to a buyer or successor if the business is sold — in which case this policy continues to apply until you are told otherwise.

Where your data lives

Vettrix is hosted on cloud infrastructure in India, and customer data is stored there by default. Some of our service providers, and some of our own team, operate from other countries, including the United States, so limited personal data may be accessed from outside India.

Where we transfer personal data out of a region that restricts it, we rely on an appropriate safeguard — for data from the EEA or the UK, the European Commission's Standard Contractual Clauses or the UK Addendum, together with any additional measures the transfer needs. Enterprise customers with a residency requirement should raise it before signing; we will tell you honestly whether we can meet it.

How long we keep it

CRM data is kept while your subscription is live. After it ends, we keep it for a short window so you can ask for an export, then delete it from active systems; backups age out on their own cycle. Billing and tax records are kept for as long as Indian law requires. Marketing contacts are kept until you unsubscribe or ask us to remove you, and support correspondence for as long as it is useful to answer follow-up questions. Exact periods are in our retention schedule, available on request.

Security

Data is encrypted in transit and at rest. Access inside Vettrix is controlled by roles and profiles down to field level, and administrative access to production is limited to the people who need it and is logged. Changes to records are captured in an audit log with field history, deleted records go to a recycle bin before removal, and we take regular backups. We review access, patch our systems, and test changes before release.

No system is perfectly secure. If a breach affects your personal data, we will notify you and the relevant authority as the law requires, and tell you what we know rather than the minimum. Our current security documentation is available on request.

Your rights

Wherever you are, you can ask us to confirm what personal data we hold about you, give you a copy, correct it, delete it, or stop using it for marketing. Depending on where you live you may also have the right to object to or restrict certain processing, to receive your data in a portable form, to withdraw consent, and to complain to a regulator.

If you are in India, you have the rights of a Data Principal under the Digital Personal Data Protection Act, 2023, including access, correction, erasure, nomination, and grievance redressal. If you are in the EEA or the UK, you have the rights in the GDPR and may complain to your supervisory authority. If you are in California, you may request access, deletion and correction, and may not be discriminated against for asking — we do not sell or share personal information as those terms are defined there.

Write to [email protected] and we will reply within thirty days. We may need to verify who you are first. If the data sits inside a customer's CRM, we will pass your request to that customer, who decides.

Grievance Officer

As required by the Digital Personal Data Protection Act, 2023, you can raise a grievance about how we handle your personal data with our Grievance Officer, and we will respond within the period the law allows.

Children, and changes to this policy

Vettrix is business software and is not intended for children. We do not knowingly collect personal data from anyone under 18 as a controller; if you believe we have, tell us and we will delete it.

If we change this policy we will update the date at the top of this page, and for material changes we will tell customers directly rather than rely on you noticing.

What a cookie is doing here

A cookie is a small file a site stores in your browser so it can recognise you on the next request. We also use similar technologies — local storage and, in email, a pixel that tells us whether a message was opened. This policy covers all of them, and sits alongside the Privacy Policy.

The three kinds we set

What we do not do

We do not run advertising or retargeting cookies, we do not embed third-party ad pixels, and we do not sell or share what our analytics see. Nothing here follows you across other websites.

Your choices

Where consent is required, we ask before setting anything beyond the necessary cookies, and you can change that choice at any time from the cookie notice. You can also clear or block cookies in your browser settings, and blocking the necessary ones will stop you signing in. We honour Global Privacy Control signals where your browser sends one.

Questions

Ask us at [email protected] and a person will answer. If we change what we set, we will update this page and the date at the top of it.